Customer Information Screen
Posted by Arturo Bravo, Last modified by Diane Gross on 06/22/14 10:22 AM
The Customer Information Screen is where all contact information is captured for each proposal. The customer name is selected at the Dashboard when the New Project screen appears.
The Contact screen is divided into three basic information panels:
When the Contact screen first opens, the selected customer entity is already listed at the top center of the screen. As customer information filters are selected (i.e. site, billing, main contact, etc.), the search results area will automatically show the existing information in the database related to that filter for the selected entity.
Left Panel of Screen - The left side of the Contacts screen consists of:
Center Panel of Screen: The center panel of the screen is dedicated to recording the current project or quote information. This is the “drop” area for customer/contact information specific to this quote.
Right Panel of Screen: The right side of the screen is used for editing entity and contact information in the WeEstimate database. If information has come from an accounting database, it will appear in red and will not be editable. Editing information in the right panel will update that information on all jobs/quote records in the system and for that entity/contact going forward in the WeEstimate database.
The lower right portion of this panel also enables the addition of Notes pertaining contacts for this project. Notes appear only in this area for this quote record and are meant as a reminder. After keying in a note, be sure to select to “save”. The note and a time and data stamp appear below.
Helpful Hint: There is one customer name per job/quote. Information is captured categorically:
To find existing or add new contact information: Information already in the database is shown automatically in the results area of the screen. New information can be added by dragging and dropping it in from Outlook, or typing it in to the appropriate areas and selecting “Add”.
KEY CONCEPT: Site, Billing, Contact information for each customer are considered separate pieces of information in the database. When searching on a customer, the system will automatically return search results based on the filter selected: Site, Billing, or Contact.
Adding New Information: It is important to enter new information correctly for any new customers or other entities, sites, billing and contacts. The information entered is being saved into the company database for use companywide.
Enter new information as your customer and accounting/finance department would want to see it and as it would be billed. When entering customer information, enter the complete customer name and information correctly. For instance, entering “ABC Electric” will be seen in a database differently from “ABC Electric, Inc.”
To “drag and drop”: Select the desired site information by highlighting it with your cursor, hold down the left mouse button and drag the information to the “Site” area in the center pane. Once there, release the left button on the mouse and “drop” the information into the desired category.
Repeat this process to add additional contact names, subcontractor companies and contact names, consultant and general contractor information.
Helpful Hint: For those who like to type in CAPITAL letters, please note the “de-cap” button. Pressing this button will de-capitalize entries. To capitalize specific letters i.e. ABC, use the shift key on your keyboard.
Please note: If entering a Tax % at the Customer level, the tax percentage will be associated to that customer for all jobs. If charging tax at the site level, the tax amount and what is to be taxed can be specified at the Estimate screen on the Tax tab.
Add Contact to Job/Quote: Select the “Contact” tab or “Customer Contacts” to see search results for contacts associated with the customer name. Drag and drop the contact name from the search result area to the “Main” contact (center of screen). To add contact information for a Backup:, Billing, or On-Site contact, drag and drop information from the search result area to each of these areas.
A Main contact is required a) as the person this quote is going to and b) in order to have information populate on a quote.
Select, drag and drop: select the information needed for the proposal, click, hold the left mouse button and drag the information to the appropriate category for this proposal in the center panel. For example, adding site information to a proposal is simple:
Change Customer / Edit Customer: The ability to select a different customer is controlled by user right assignments at the Group rights level. Changing a customer means that you are selecting a different customer than the one first selected when starting the new project, or, that initially the customer was an unknown and is now able to be assigned. To change the customer, select the “Change Customer” button.
Helpful Hint: When dragging/dropping from the search results window, click close to the icon, hold the left button of the mouse, and release the button when over the word: Main.
Helpful Hint: If there is a need to edit customer billing, site or contact information, do so in the window on the right side of the screen. Any changes will update the entire database.
Reminder: if changes are made to the information in the right pane, the global database is updated, in addition to the information for this job and all existing quotes. WeEstimate provides a warning asking the user if they are sure they want to make the change noting the global update will occur.
To Add Notes in the Contacts Screen:
Here is an example: let’s say you would like to add a note regarding a customer preference for a specific subcontractor.
1. After entering the subcontractors to the job opportunity, highlight the specific subcontractor you would like to enter a note about in the center pane.
5. The note is added with a time and date stamp.
Key Concepts for the Contact Screen: